Apology for Not Crediting Payment


Thank you for your assistance in helping us to locate
your payment of [date] which had not been
credited to your account.

Please accept our apology for this error and for the
overdue notices we sent to you.

We appreciate your patronage and are sorry for the
inconvenience caused by this error.

Apology for Not Crediting Payment from Prompt Payer


Thank you for your letter and the photostat of your check,
which showed that your account had been paid in full.
While we are very sorry for the inconvenience this has
caused you, the enclosure of your check enabled us to go
through our records and pinpoint how this error occurred.

Please accept our apology for the letters we wrote under
the assumption that this bill had not been paid. I know
this insistance on our part must have been extremely
frustrating for you, especially in light of the fact that
you have always been a valued customer of ours and have
paid your bills promptly.

Thank you for your patience and please be assured that we
will do everything in our power to ensure that this type
of error does not occur in the future.

Apology for Delayed Response and Request for Meeting


This is to inform you that we are unable to make delivery
on the above referenced purchase order on the date

We should have our merchandise ready to ship within 10 days
of the original delivery date and we hope that you can hold
off until that time.

We did want to inform you of this delay as soon we were
advised in order to give you as much time as possible to
make alternate arrangements, if necessary. We can assure
you, however, that if your order remains in force we will
expedite delivery to you as soon as we have received the

Please accept our apology for this delay and thank you for
your understanding.

Apology for Delay of Refund


After reading your letter of [date] , I can thoroughly
understand why you are running out of patience.

While it would be easy to place the blame on our computer,
this poor fellow has received enough abuse since joining
our firm. After all, he only follows the orders that are
given to him. Therefore, please accept my apology for the
delay in refunding your money for [basis of adjustment]

Our bookkeeping department has been instructed to issue a
check to you at once, which you should be receiving within
a few days.

I am grateful that your letter was brought to my attention
and I appreciate your perseverance in settling this matter.
Once again, I am very sorry for the inconvenience this has
caused you.

Apology for Accounting Errors and Past Due Notices


You deserve an explanation for what went wrong in our
accounting department, and I hope that this letter will
serve to resolve our recent difficulties.

I know that you can appreciate the fact that it has
taken some time to find out exactly what occurred, and,
therefore, please accept our apologies for the delay in
this response.

Apparently, your payment was received in a timely fashion,
but it was credited to an account which bears a similar
name to yours. Therefore, we commenced sending you our
standard notices requesting payment, in keeping with our
routine policy. Even after the posting error was rectified,
our accounting department failed to notify our credit
department, which is why you continued to receive our
correspondence demanding payment.

I know how exasperating this has been for you and I am
deeply sorry that it has taken so long to straighten out
this problem. While there is a procedure within our firm
to preclude this type of error from occuring, we are
reinforcing this procedure.

You have been a valued customer of ours for a long time
and we appreciate your affording us the opportunity to serve
you. You may rest assured that this problem will not
surface again.

Apology and Tender of Compensation


Thank you for your letter of [date] in which you
informed us that [product] you purchased was [nature
of problem].

We are sorry that you experienced this problem and are
enclosing [nature of compensation]. While we make every
attempt to insure that our products are [address
complaint], this unfortunate incident can occasionally

We are very appreciative that you have taken the time to
bring this to our attention and would like to thank you
for purchasing our products.

Apology and Request for Extension of Time to Delivers Goods


This is to acknowledge that we are in receipt of your
notice whereby you informed us that the goods shipped to
you on [date] did not conform to our agreement dated

We regret this unintentional mistake on our part, the
reasons for which were [explanation]

While we recognize that the time for performing under this
agreement has expired, we are requesting that you extend
the time to [date] in order that we may cure the
defect by replacing the shipment with goods that conform
to our agreement.

Please accept our apology for this inconvenience. We will
be looking forward to your response.

Apology and Replacement of Damaged Goods


It was distressing to learn that the chocolate we shipped
to your firm last week arrived in bits and pieces. Per
your request, a new shipment for 30 lbs. left our dock this
morning and is scheduled for afternoon delivery to you on
May 26th. Please turn over the damaged goods to the driver
at the time of deliver.

I am sorry that this unfortunate incident occurred and
sincerely appreciate your continued patronage.

Apology and Proposal on Overshipped Merchandise


In deference to your valuable time, I would like to get
straight to the point and say that we were wrong.

Your purchase order clearly stated 30 cases. The shipment
of 60 cases was our error. Meanwhile, there are two
options available at this time; you can keep the
additional merchandise and we will bill you thirty days
from now, or we will arrange to have it picked up at your
loading dock and issue a credit to you. Please let me
know of your preference.

We will do everything in our power to ensure that this
type of error does not occur again. Thank you for your
understanding. If I can be of any assistance in any way,
please do not hesitate to call on me.

Apology After Cancellation of Order


This is to acknowledge receipt of your letter of [date]
in which you set forth your reasons for cancelling your
purchase order #

I am very sorry about the misunderstanding that led to
this cancellation and have taken the matter up with
management in order to ensure that a problem of this
nature does not occur again.

As one of our valued customers, your satisfaction is one
of our primary concerns. Please accept our apology.